Terms & Conditions

If you accept these Terms on behalf of an organisation, you represent that you have authority to bind that organisation, and “you” refers to it. If you do not agree to these Terms, you must not access or use the platform. We may require you to accept updated Terms to continue using the service (see section 19).

Platform / Service.

the Roster application, websites, APIs, and related features we make available.

Business account.

the isolated tenant workspace created for a Customer; each is separated from all others.

Authorised users.

the administrators, managers, and employees a Customer permits to access its business account.

Customer data.

all data a Customer or its authorised users submit to or generate within their business account, including employee records, rosters, availability, leave, timesheets, and pay information.

Employee data.

personal data about the Customer's workers that forms part of Customer data.

You must be at least the age of majority in your jurisdiction and capable of forming a binding contract to register. Employees added by an employer use the platform under that employer’s business account and these Terms as applied to their permitted access. You agree to provide accurate registration information and to keep it up to date.

• Keep your credentials confidential and do not share your login. You are responsible for activity under your account.
• Notify us promptly at [support@your-domain] if you suspect unauthorised access or a security incident.
• Administrators are responsible for managing their users' access and role-based permissions and for revoking access when it is no longer appropriate.
• You must use current, supported browsers and reasonable security practices on your own devices.

The platform is multi-tenant. Each Customer’s data resides in its own business account and is logically isolated from every other tenant. Access within a business account is governed by role-based permissions that the Customer’s administrators configure. You are responsible for the permissions you grant and for ensuring that only appropriate individuals hold administrative or write access. We are not responsible for actions taken by your authorised users within your business account.

As between you and us, you own your Customer data and are responsible for it. For employee data, you are the data controller and we act as your processor, as described in our Privacy Policy. You represent and warrant that:

• You have a lawful basis to collect and process the personal data you enter, and to have us process it on your behalf;
• You have provided the required privacy notices to your employees and obtained any consents needed;
• You will comply with all applicable employment, working-time, tax, payroll, and data-protection laws;
• The data you submit is accurate and that you will keep it up to date;
• You will not enter special-category or sensitive data unless you have a lawful basis to do so.

We will process employee data only to provide the service and on your documented instructions (which include these Terms and your use of the platform’s features), and we will assist you, so far as reasonable, with your data-protection obligations. You grant us a limited licence to host, copy, transmit, and display Customer data solely to operate and support the service.

You agree not to, and not to permit any authorised user to:

• Use the platform unlawfully, or to store or transmit unlawful, infringing, or malicious content;
• Attempt to access data belonging to another business account, or otherwise circumvent tenant isolation or access controls;
• Probe, scan, or test the vulnerability of the platform, or breach or bypass security or authentication measures, without our prior written consent;
• Reverse engineer, decompile, or attempt to derive source code, except to the extent this restriction is prohibited by law;
• Resell, sublicense, or provide the platform to third parties as a service, except as expressly permitted;
• Introduce viruses or malicious code, or interfere with or disrupt the integrity or performance of the platform;
• Use automated means to scrape or place unreasonable load on the service beyond documented, permitted use.

Access to the platform may be provided on a subscription or other paid basis as set out in an order form, plan description, or separate agreement. Unless stated otherwise there: fees are quoted exclusive of applicable taxes, which you are responsible for; fees are payable in advance and are non-refundable except as required by law; and we may adjust fees on renewal with reasonable prior notice. If any fee is overdue, we may suspend access after notice. [Complete this section with your pricing, billing cycle, and payment terms, or remove it if the service is provided free of charge.]

We and our licensors own all rights, title, and interest in the platform, including its software, design, and content (excluding Customer data). We grant you a limited, non-exclusive, non-transferable, revocable right to access and use the platform for your internal business purposes during your subscription, subject to these Terms. No rights are granted except as expressly stated. If you provide feedback or suggestions, you grant us a perpetual, royalty-free licence to use them to improve the service.

We aim to keep the platform available and reliable, but we do not guarantee uninterrupted or error-free operation. We may perform maintenance, and will use reasonable efforts to schedule significant planned downtime sensibly and to give notice where practical. We may add, change, or remove features over time; we will not materially reduce the core functionality you rely on without reasonable notice. Any specific uptime commitments will be set out in a separate service-level agreement if offered.

The platform relies on third-party infrastructure and services (for example hosting, database, authentication, and email delivery) and may integrate with third-party tools you choose to connect. Your use of any third-party service is governed by that third party’s terms, and we are not responsible for third-party services outside our control.

Each party may receive confidential information from the other. The receiving party will use it only to perform under these Terms, protect it with reasonable care, and not disclose it except to personnel and contractors who need it and are bound by similar obligations, or as required by law. This does not apply to information that is public through no fault of the receiving party, independently developed, or rightfully received from a third party.

Except as expressly stated and to the fullest extent permitted by law, the platform is provided “as is” and “as available”, without warranties of any kind, whether express, implied, or statutory, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement.

Roster is a scheduling and record-keeping tool. Features such as pay estimates, compliance warnings, and scheduling suggestions are provided to assist you and do not constitute legal, tax, payroll, or employment advice. You remain responsible for verifying outputs and for your own compliance decisions. Nothing in these Terms excludes liability that cannot be excluded by law.

To the fullest extent permitted by law, neither party is liable for indirect, incidental, special, consequential, or punitive damages, or for lost profits, revenue, data, or goodwill, arising out of or relating to these Terms or the platform.

Except for liability that cannot be limited by law (such as death or personal injury caused by negligence, or fraud), each party’s total aggregate liability arising out of or relating to these Terms will not exceed the greater of the amounts you paid us for the platform in the twelve months before the event giving rise to the claim, or [£100 / a nominal amount you specify]. These limitations apply regardless of the theory of liability and even if a remedy fails of its essential purpose.

You will defend, indemnify, and hold us harmless from claims, losses, and expenses (including reasonable legal fees) arising from your Customer data, your breach of these Terms or applicable law, or your authorised users’ use of the platform, except to the extent caused by our breach or negligence.

These Terms apply for as long as you use the platform or have an active subscription. Either party may terminate as set out in the applicable order or, if none, on reasonable written notice. We may suspend or terminate access immediately if you materially breach these Terms (including the acceptable-use rules), fail to pay overdue fees after notice, or where required to protect the platform or other customers. On termination, your right to access the platform ends.

Before termination and for a reasonable period afterwards, you may export your Customer data using the platform’s export features. After that window, we will delete or anonymise Customer data in the ordinary course, except where we are required to retain it by law or need it to resolve disputes or enforce our agreements. Deletion from active systems is followed by removal from backups on a rolling schedule.

These Terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction over any dispute, without prejudice to any mandatory consumer protections available to you. [Adjust the governing law and forum to your jurisdiction.] Before commencing proceedings, the parties will attempt in good faith to resolve any dispute through discussion.

We may update these Terms from time to time. When we make material changes we will update the “Last updated” date above and notify you through the platform or by email. Changes take effect when posted (or on the stated effective date). Your continued use of the platform after that means you accept the updated Terms; if you do not agree, you must stop using the platform.

• Entire agreement — these Terms, the Privacy Policy, and any order form make up the entire agreement between us and supersede prior agreements on the subject.
• Severability — if any provision is held unenforceable, the rest remains in effect.
• Waiver — failure to enforce a provision is not a waiver of it.
• Assignment — you may not assign these Terms without our consent; we may assign them to an affiliate or in connection with a business transfer.
• Force majeure — neither party is liable for delays or failures caused by events beyond its reasonable control.
• Notices — we may give notice through the platform or by email to your account address; notices to us go to the contact below.
• No third-party rights — these Terms do not create rights for anyone who is not a party to them, except as expressly stated.

Questions about these Terms can be sent to:

• [Company Legal Name]
• [Registered Address]
• [support@your-domain]